introduction and scope - united nations

Umoja Training How-To Guide: ESS Self-Service Banking Information (New York Staff) 1/18

How-To

Guide

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Introduction and Scope

This jobaid covers the use of the Umoja Employee Self Service (ESS) for banking data maintenance. It

provides guidance to staff members how to view, enter or update their banking information.

Please note that this functionality is currently limited to staff with duty station New York. Other duty

stations will be covered in future rollouts.

The first section of the jobaid provides a general overview of the ESS functionality, the bank account

types, system validations and the process for exception cases. The final section provides answers to

frequently asked questions and help resources.

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ESS Self-Service Banking Information (New York Staff)

Umoja Enterprise Roles:

UN Staff Members with Duty Station New York


How-To

Guide

Table of Contents

Introduction and ScopeIntroduction and ScopeIntroduction and ScopeIntroduction and Scope ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 1111

Table of ContentsTable of ContentsTable of ContentsTable of Contents .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 2222

OverviewOverviewOverviewOverview ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 3333

ESS Functionality ........................................................................................................................................... 3

Types of Staff Member Bank Accounts ......................................................................................................... 3

System Validations ........................................................................................................................................ 4 Process for Exception Cases .......................................................................................................................... 4

How to Display Banking Details in ESSHow to Display Banking Details in ESSHow to Display Banking Details in ESSHow to Display Banking Details in ESS ........................................................................................................................................................................................................................................................................................................................................................................................ 5555

Step 1a: Open ESS and Select “Personal Information” ................................................................................. 5

Step 1b: Select “Bank Information” on the “Personal Information” Screen ................................................ 6

Step 2a: Overview of Bank Information ........................................................................................................ 7

Step 2b: View Bank Account Details ............................................................................................................. 8

How to Modify an Existing Bank Record in ESSHow to Modify an Existing Bank Record in ESSHow to Modify an Existing Bank Record in ESSHow to Modify an Existing Bank Record in ESS .................................................................................................................................................................................................................................................................................................................................... 9999

Step 1: Locate the Existing Bank Account and Start Editing ......................................................................... 9

Step 2a: Payee Name .................................................................................................................................. 10

Step 2b: Bank Country ................................................................................................................................ 10

Step 2c: Select the Bank Key ....................................................................................................................... 10

Step 2d: Enter the Bank Account Number .................................................................................................. 12

Step 2e: Currency and Current Begin and End Date ................................................................................... 12 Step 2f: Valid from Date .............................................................................................................................. 12

Step 3: Submit for Review ........................................................................................................................... 12

Step 4: Review and Send ............................................................................................................................. 14

Step 5: Confirmation and Email .................................................................................................................. 15

HoHoHoHow to Add a New Bank Account Type in ESSw to Add a New Bank Account Type in ESSw to Add a New Bank Account Type in ESSw to Add a New Bank Account Type in ESS ................................................................................................................................................................................................................................................................................................................................ 16161616

Step 1: Navigate to the Overview of the Bank Accounts Screen ................................................................ 16

Step 2: Add a New Account Type ................................................................................................................ 16

How to Expire a Bank Account in ESSHow to Expire a Bank Account in ESSHow to Expire a Bank Account in ESSHow to Expire a Bank Account in ESS .................................................................................................................................................................................................................................................................................................................................................................................... 17171717

Step 1: Locate the Existing Bank Account and Start Expiring the Account ................................................. 17

Step 2: Enter Expiry Date ............................................................................................................................ 17

How to Get HelpHow to Get HelpHow to Get HelpHow to Get Help ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 18181818

Step 1: Frequently Asked Questions ........................................................................................................... 18

Step 2: Get Help .......................................................................................................................................... 18

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How-To

Guide

Overview

ESS Functionality

In Umoja Employee Self Service (ESS) staff members can

- view their banking details,

- edit existing banking details and

- add new bank accounts

Types of Staff Member Bank Accounts

The types of bank accounts vary between international and local staff members.1

Here is an overview:

Description Usage and Restrictions Purpose

Main Payroll Bank (Main

Bank)

Mandatory The monthly salary as well as off-cycle

payroll payments (like assignment grant or

education grant) are paid to this bank unless

otherwise specified.

Additional Payroll Bank

(Other Bank)

Optional and restricted by

category of staff and

location

This option allows a user defined portion of

the monthly salary and off-cycle-payments

to be paid to this bank account with the

remainder being paid to the main payroll

bank.

Travel Expense Bank Optional If desired a travel expense bank can be

defined for travel payments that can be

selected instead of the main or additional

payroll bank.

Ad Hoc Payment Bank Optional This bank account can be defined for specific

purposes like assignment grant that will not

be paid to main or additional payroll bank.

Education Grant Bank Optional and restricted by

category of staff and

location

This bank account can be defined for the

education grant that will not be paid to the

main payroll bank.

1 Please refer to ST/AI/2001/1 “Currency and modalities of payment of salaries and allowances”.


How-To

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System Validations

The system performs some validations on banking details. However, the banking details owners remain

responsible for the accuracy of their banking details.

Process for Exception Cases

If for some reason you cannot enter the banking details through ESS or need help, please refer to the

“How to Get Help” section at the end of this document.

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How-To

Guide

How to Display Banking Details in ESS

Step 1a: Open ESS and Select “Personal Information”

Enter the ESS application:

Select “Personal Information” on the top right-hand side of the screen:


How-To

Guide

Step 1b: Select “Bank Information” on the “Personal Information” Screen

The “Personal Information” screen is displayed:

Please select “Bank Information” towards the bottom of the screen:


How-To

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Step 2a: Overview of Bank Information

Bank accounts available in the system are displayed grouped by type. Only bank accounts that are

currently valid and bank accounts that will be valid in the future are displayed. The following shows an

example of a bank account overview screen:


How-To

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Step 2b: View Bank Account Details

To view bank account details, please select the display icon ( ) next to the banking details on the

overview screen:

The bank details including the full account number are displayed in view mode. The following screen

shows an example:

Please note that the “Next” button is currently not disabled in this view. It is not possible to amend

banking data in display mode. Please refer to the sections below on updating banking information: “How

to Modify an Existing Bank Record/Add a New Bank Account Type in ESS”.

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How-To

Guide

How to Modify an Existing Bank Record in ESS

Step 1: Locate the Existing Bank Account and Start Editing

Please follow steps 1a to 2a in the Section “How to Display Banking Details in ESS” to locate the account

for modification.

To modify the bank account details, please select the edit icon ( ) next to the banking details on the

overview screen:

The bank details are displayed in edit mode. The following screen shows an example:


How-To

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Step 2a: Payee Name

The payee name must match the account title with the bank.

Step 2b: Bank Country

Use the drop-down list to select the bank country. Please note that currently ESS is only available for

banking details within the USA.

Please note that there is a helptext displayed on the right-hand side of the screen, which is specific to

the USA. The text provides relevant information on the banking details requirements and information on

how to get help.

Step 2c: Select the Bank Key

The bank key can either be typed directly or selected from a lookup screen by clicking the selection

option :

A search screen is displayed. It is possible to use “*” as a wildcard before and after the search term:


How-To

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Use the “Start Search” icon ( ) to start a search. The results are displayed as follows in the

bottom section of the screen:

Once the correct bank key has been identified, please select the line and click on the “OK” button to

accept the entry:

The bank key is populated, but the bank name is not yet refreshed. This applies also to manually entered

keys:

Click on the “return” key on your keyboard to refresh the name:


How-To

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Step 2d: Enter the Bank Account Number

Enter the bank account number twice. Please note that it is not possible to see the entry at this point in

time:

Step 2e: Currency and Current Begin and End Date

The currency as well as current “begin date” and “end date” are displayed for information only:

Step 2f: Valid from Date

Either accept the proposed date, which will be 2 business days from data entry, or select a new “valid

from date” by clicking the selection options button ( ):

Please note that only a date later than the date proposed can be selected. In case the “Additional Payroll

Bank (Other Bank)” is modified or entered, the valid from date must be on the first day of a future

month.

Step 3: Submit for Review

Click on the “Next” button ( ) to submit the request for review:


How-To

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The following screen shows an example of a successfully validated request. Messages displayed with a

yellow triangle ( ) are warning messages for information:

The following screen shows an example of an un-successfully validated request. Messages displayed

with a red exclamation mark ( ) are error messages that need to be corrected:

The relevant entry steps need to be repeated and the request can subsequently be re-submitted as

described above. In this example the account number needs to be re-entered as per Step 2d above.


How-To

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Step 4: Review and Send

In the event that the request has been successfully validated the form progresses to step 2 “Review and

Send”:

All relevant fields are displayed for review:

Depending, whether the review is successful, click on “Previous” ( ) to make corrections or

“Send” ( ) to submit the form.


How-To

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Step 5: Confirmation and Email

After completing step 2, the form moves to step 3 “Confirmation”:

Please take note of the process reference number, in this example:

In the event of a system issue this number will be helpful for the support team.

Upon completion of the request an email will be sent to the email address given for communications:

If at this point in time any issue is noticed, please contact the email given or refer to the “How to Get

Help” section below.

Please note that the banking details are automatically approved, but UNHQ Treasury reserves the right

to reject the request in case of incorrectly entered bank details.


How-To

Guide

How to Add a New Bank Account Type in ESS

Step 1: Navigate to the Overview of the Bank Accounts Screen

Please follow steps 1a to 2a in the Section “How to Display Banking Details in ESS” to access the

overview of bank accounts screen:

Step 2: Add a New Account Type

Click on the relevant button to add the desired account type. In the following example bank accounts of

type “Travel Expense Bank” and “Education Grant Bank” have not been created yet:

Then follow steps 2 to 5 in the Section “How to Modify an Existing Bank Record in ESS“.


How-To

Guide

How to Expire a Bank Account in ESS

Please note that this option is not available on the “Main Bank”, as this account type is mandatory and

can only be edited (see the bank account types in the Overview section).

Step 1: Locate the Existing Bank Account and Start Expiring the Account

Please follow steps 1a to 2a in the Section “How to Display Banking Details in ESS” to locate the account

for expiration.

To expire the bank account details, please select the expire icon ( ) next to the banking details on the

overview screen:

The bank details are displayed with only the expiry date in edit mode. The following screen shows an

example:

Step 2: Enter Expiry Date

Please select the expiry date

Then follow steps 3 to 5 in the section “How to Modify an Existing Bank Record in ESS“.


How-To

Guide

How to Get Help

Step 1: Frequently Asked Questions

Please review the following frequently asked questions before contacting the support.

1. What is my ABA Routing Number (US Bank Accounts only)?

The ABA routing number is used to identify your bank in the United States. Please contact your bank, if

you are in doubt. The ABA number can be different for electronic payments and for cheque payments.

Please specifically ask your bank for the ABA number for ACH payments.

Commonly used ABA numbers include:

UNFCU: 226078609

CHASE: 021000021

2. Can I enter banking data during the payroll lock?

In Umoja it is not possible to modify banking data during the payroll lock. Please refer to the Broadcast

email announcing the payroll lock schedule for your relevant payroll area.

Step 2: Get Help

If you have any issues you may contact Cashier’s Office at [email protected], at +1 212 963

2949 or visit the Cashier’s Office between 9AM and 5PM at S-20.

You may also raise an iNeed ticket via Unite self-service.

introduction and scope - united nations

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